Administrative Associate

The Society of St. Andrew, an established 501(c)(3) nonprofit organization with national reach and a $4 million annual operating budget, seeks an Administrative Associate to work closely with staff team to handle general office responsibilities and assist with day-to-day accounting tasks.

Specific Duties and Responsibilities:

General Responsibilities:

1. Order general office supplies, production paper and consumables, etc. as needed.
2. Respond to information and materials requests. Log recipients, dates, and materials sent
3. Assist with general office duties making copies, scanning documents, and filing electronically
4, Create folders, complete filing, organization, and shredding as needed 5. Other duties as may occasionally be necessary or assigned

Financial Responsibilities:

1. Tally daily checks received, give to Development Assistants for data entry.
2. Monitor General-Administration budget spending. Code and provide invoices to Accounting Department for payment. Report spending issues to Executive Director.
3. Dispose of deposit batches upon documentation retention expiration date.
4. Complete day to day accounting entries as directed.
5. Book Accounts Payable invoices and record routine ACH payments.
6. Reconcile monthly credit card statement to receipts and monthly reports.
7. Reconcile general ledger accounts as needed.
8. Compile bi-monthly part-time employee hours from timesheets.
9. Compile monthly employee expense reimbursement voucher listing. 10. Dispose of deposit batches upon document retention expiration date.

Mail System Responsibilities:

1. Open mail daily, route to proper recipients.
2. Track costs for mailings.
3. Oversee daily outgoing mail.
4. Coordinate weekly/as needed mailings to regional offices

Phone System Responsibilities:

1. Establish phone answering schedule; answer phone as scheduled.
2. Handle out of office messaging for phone system and notification for vendors for regular out of office times and holidays.

Development Responsibilities:

1. Add new Christmas card (ACC) donors/update current donors and honorees in electronic file
2. Help mail ACC orders
3. Print daily thank yous for all gifts received
4. Write and mail IHO/IMO cards
5. Contact ACC donors regarding returned cards; re-address and re-send

Production Responsibilities:

1. Maintain orderable materials inventory
2. Handle package preparation and mailing as needed

Program Responsibilities:

1. Conducting agency quality surveys, as time permits
2. Data entry, as needed and as time permits
3. Packaging seeds for shipping, seasonally

Preferred Skills:

∙ Basic knowledge of accounting principles, processes, and terminology. ∙ Extremely proficient in computer use, especially Excel.

∙ Willingness and ability to learn new skills and computer programs

∙ A self-starter mentality with the ability to work with minimal supervision ∙ Good organizational skills and task prioritization.

∙ Ability to work with accuracy, consistency and attention to detail.

∙ Excellent oral and written communication skills

∙ Prior bookkeeping or college degree/certificate with some experience

Benefits:

After 60 days, this position is eligible for Health, Dental, and Vision Insurance coverage. SoSA pays 80% of individual and 70% of family premiums for the lowest cost of several available health care options and provides assistance toward medical expenses through a contribution to a Health Savings Account for the employee. Short- and long-term disability coverage is provided at no cost to the employee.

In January or July after one full year of employment, this position is eligible for 401K enrollment. SoSA puts in 5% of employee’s salary and matches up to an additional 4% employee contribution.

Sick leave and vacation accrue from the first day of employment at a rate of 8 hours per month each. There are 12 paid holidays annually.

Other:

Successful reference checks will be required prior to any job offer being extended. A national criminal background check (at SoSA’s expense and initiation) will be required upon hire. Employment with the Society of St. Andrew is at will.

The Society of St. Andrew is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

Job Type: Full-time

Pay: $39,000.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Big Island, VA 24526: Relocate before starting work (Required)

Work Location: In person